Question 1

How do I create card balance and transaction alerts?

Accepted Answer

Sign into your desktop account to create custom card balance and transaction alerts. These can all be tailored to your requirements and are ideal for avoiding delays and helping to keep your account and card(s) secure.

Card Balance Alert: ensure a cardholder never runs out of funds by receiving a low card balance alert.
Transaction Over Amount: set alerts to catch any unusual card spend and help keep your account secure.
Transaction Declined: receive instant notification of a declined transaction along with the reason for it.

Watch 2-minute video:

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Get a guided tour:

Sign into your account and then click here to get a quick tutorial. Note: you must be signed in first.

Follow these steps:

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After signing into your account, click or hover over the settings icon in the top right corner of the screen and click 'Alerts / Market Orders'.
Use the dropdown menu to choose an alert type: 'Card Balance Alert', 'Transaction Over Amount' or 'Transaction Declined'.
Search for the relevant card and click 'EDIT' to create your alert.
Depending on the alert you've selected, you will be promoted to enter a value, or simply to select how you would like to be notified: an email to administrators, an email to the cardholder or a text message to the cardholder. Tick your preferred options and click 'OK' to save and activate your alert.

Hints and tips

Alerts can be switched off and on any time by clicking 'DISABLE' / 'ENABLE' next to the relevant cardholder.
You can activate or deactivate all cardholder alerts instantly by clicking 'ENABLE ALL' / 'DISABLE ALL' at the top of the screen.
Any pre-existing 'Rate Alerts' and 'Market Orders' can also be viewed and edited from here.
New 'Rate Alerts' and 'Market Orders' can be set up from your account dashboard.

Question 2

How do I view my card transactions for another currency in the app?

Accepted Answer

Your Centtrip card enables you to make transactions in up to 15 currencies, which you can view in the app.

To change the currency -

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Visit the 'VIEW TRANSACTIONS' screen of the app and tap the magnifying glass icon to expand filters.
Press 'Currency'.
Select the currency you would like to view transactions for.

Question 3

How can I tailor card expenses data?

Accepted Answer

[how-tos][figure]Home in on exactly what you need to see with a range of filters, from viewing transactions with receipts or labels, to multi-select card and currency options.[/figure][figure]Hide or show fields to suit your preferences, for on-screen management and data export.[/figure][figure]View transactions for a custom date range, over as long a period as required.[/figure][figure]Instantly scan all transactions and fields for a particular word, label, phrase or code.[/figure][/how-tos]

Question 4

How do I manage card expense receipts, labels and notes?

Accepted Answer

Expense Management makes it easy to view and manage expense receipts, labels and notes. We recommend filtering on transactions with receipts attached and then follow the steps below.

Watch 2-minute video -

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Follow these steps -

[how-tos][figure]Click on a transaction line to expand more details and manage the expense.[/figure][figure]View or download a Cardholder Receipt added via the app, or upload one from file.[/figure][figure]If your organisation has set up and enabled Corporate Labels in the app, you'll be able to review any which have been added by the cardholder. You can also attach them yourself via a quick dropdown.[/figure][figure]Review and edit the Cardholder Labels - these are custom tags which help cardholders to categorise and identify their expenses. You may want to provide guidance on how to use these.[/figure][figure]Enter custom Administrator Notes. Make a note of an incorrect receipt, an approval status or tax code - anything that will assist your accounting processes.[/figure][figure]Review Cardholder Notes which have been added via in the app. These can provide additional information about the reason for or nature of the expense.[/figure][/how-tos]

Question 5

How do I export card expense statements and reports?

Accepted Answer

Apply custom fields and filters and export transaction data, with or without cardholder receipts, in a variety of formats to suit your requirements.

Watch 2-minute video -

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Follow these steps -

Tailor your data to suit your requirements.
Click either 'XLSX' or 'PDF', depending on your preference, and choose an export option (see below for more).
You will receive an email once your report is ready. Visit 'REQUESTED REPORTS' to download it.

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Export options:

XLSX

Transactions only – easily edit and customise your data, to integrate with digital expense sheets, or to import into your accounting software.
With Urls – include links to each expense receipt to easily view or download, without having to sign in.

PDF

Transactions only – export professional transaction statements; useful for submitting expenses for final approval.
With images - the same professional PDF statement, with the addition of receipt images under each transaction line.
ZIP with attachments - instantly download all receipts to save locally, view or share.

Question 6

How do I access my requested card expense reports?

Accepted Answer

You will recieve an email confirmation when your requested report is ready to download.

Follow the steps below to access it:

Sign into your Centtrip account
Click 'Manage Expenses' from the navigation bar
Select your account from the dropdown menu
Open 'REQUESTED REPORTS' from the left-hand menu

Question 7

How do I get started with Centtrip's expense management solution?

Accepted Answer

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Streamline reconciliation processes with our comprehensive card and cash expense management solution. Using the app, cardholders can attach instant photo receipts, labels and notes. These are then available for Administrators to view and reconcile in the via the 'Expenses' and 'Cash' dashboards.

Sign into your account and click 'Manage Expenses' to begin -

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1. Set up your Corporate Labels

Corporate Labels can be linked to accounting codes and added to transactions instantly, either by cardholders via the Centtrip app, or by Administrators.

SHOW ME

2. Share app instructions with cardholders

Once your Centtrip cards have been distributed, you’ll need to ensure your team know how to submit their expenses with the relevant receipts, labels and notes attached. They can add these easily and instantly via our app.

SHARE GUIDE

3. Tailor your expenses data

Apply filters, select custom dates and edit which fields you want to include in your transaction data.

SHOW ME

4. Manage expense receipts, labels and notes

Apply filters to tailor the data shown in your Expense Management dashboard and click a transaction to see more details and manage the expense - view or download the receipt, review labels and notes added by the cardholder, or add your own.

SHOW ME

5. Export PDF statements and reports

Customise the filters and fields in your expenses data and export XLS reports and PDF statements, with or without receipts, in the format that suits you.

SHOW ME

6. Track & Manage cash

Whether your team spend funds from an ATM, or receive a cash top-up, you can now keep track of all your transactions - even those made in cash.

SHOW ME

Question 8

How do cardholders record cash transactions?

Accepted Answer

Record all of your transactions effortlessly via the Centtrip app, even those made in cash. Whether you've spent cash from an ATM, or cash received from an Administrator - create cash transactions and attach instant photo receipts and labels in a couple of taps.

Watch quick video -

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Follow step-by-step guide -

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From the 'VIEW TRANSACTIONS' screen of the app, switch to Cash (A) and tap + Add transaction (B).
Enter the transaction details (C) and select Add receipt. Take a photo or select an image (D) and SUBMIT (E).

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Press DONE to close the cash transaction summary (A).
Next, Select Corporate Labels (B) and tap to open the first label group (C), in this example: Expense Type. (Note - these are custom to your organisation).

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Then choose the relevant label from the group (e.g. Sustenance) (A).
Once added, your label will be shown on the transaction details screen. Tap Select Corporate Labels again (B) and open the next label group (C). Repeat the process until all Corporate Labels have been added.

Question 9

How can I track and manage cash expenditure as an Administrator?

Accepted Answer

Centtrip's comprehensive expense management solution enables you to track and manage all your transactions in one place, even those made in cash. So whether your team spend funds from an ATM, or receive a cash top-up, nothing is unaccounted for. Administrators can view and manage cash expenses via their dedicated 'Cash' dashboard, within 'Manage Expenses'.

1. Record cash expenses & receipts -

CARDHOLDERS:

Cardholders can record their cash transactions and attach photo receipts and labels in a couple of taps, within the Centtrip app. Share our how-to guide and video with your team to get them started:

ADMINISTRATORS:

Administrators can also record cash expenses, as well as cash top-ups, within the 'CASH' dashboard of their desktop account:

Watch quick video -

Follow step-by-step guide -

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Click 'CASH' to visit the dedicated cash management dashboard.

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Click 'Add transaction' to record a new cash transaction.

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Select your cash transaction type: (A) Cash spend is a transaction made using funds from an ATM withdrawal. (B) Cash top-up is a cash sum given to a user from the account. Complete the required information and click 'Next'.

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Review the summary and press 'Next' to continue.

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Click on the newly created cash transaction (A) to open the 'Transaction details' panel (B).

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Upload an expense receipt (A) and attach any pre-set Corporate Labels using the dropdowns (B).

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VIEW CARDHOLDER INSTRUCTIONS

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2. View and manage cash expenses & receipts -

Watch quick video -

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3. Export custom cash reports -

Watch quick video -

Follow step-by-step guide -

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From your 'CASH' dashboard (A), click to open 'Filters' and tailor your data as required (B). Select 'with receipts' to view expenses which are ready to reconcile. Click 'Update' to apply your changes (C).

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Switch to the 'Fields' tab (A) and select/deselect fields to suit your requirements (B). Note - your custom Corporate Labels can also be added as fields. Finally, specify a date range for your report (C).

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Click 'XLXS' to export your customised report (A) and visit 'REQUESTED REPORTS' to download (B).

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4. View your cash ledger -

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From your 'CASH' dashboard (A), switch to the 'Balances' tab (B) to view your cash ledger. Tailor the date range and currency as needed (C).

Note - Cash Manager currently only supports GBP/EUR/USD transactions (other currencies coming soon).

Question 10

How do I remove unused card funds?

Accepted Answer

Funds can be removed from a card and transferred back into your Centtrip account using the Load Cards feature.

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Sign into your account and click 'Load Cards'.
Select the currency you want to remove.
Choose 'From Card to Account' as your transfer direction
Select the card you want to remove funds from and enter the amount.
Click 'TRANSFER IMMEDIATELY', or (to make multiple transfers), 'ADD TO BATCH TRANSFER'.